FUNCTION DETAILS

Final details / selections for functions must be supplied at least fourteen days prior to the event. Should this deadline not be met the function centre can not guarantee that all the clients’ requests be fulfilled.

GUARANTEED NUMBERS NOTIFIED BY;

All Catering events or functions by 12 noon three (5) working days prior to function date.
Numbers may only be increased after this in consultation with the functions manager. Should there be a reduction in numbers inside the indicated time frames, the function centre reserves the right to charge the client for the number of people confirmed by the deadline. If a delay in confirming the numbers occurs the function centre will charge the client for the number of people originally indicated, or the actual attendance whichever is greater.

DEPOSIT & PAYMENT TERMS (UTS Union Ltd ABN: 53 107 038 684)

A deposit of three hundred and fifty dollars ($350.00) is required. Cheques should be made payable to UTS Union Ltd. This deposit is to be received within one week of verbal confirmation, should the booking be made for within 14 days from initial contact the deposit is required within 48 hours of the booking. If the deposit is not received within the specified time the function centre reserves the right to cancel any room bookings and associated catering and offer the space and time to other clients.
Payment for the event should be made in full, 48 hours before the commencement of the function. A tax invoice will be sent to the organiser after the event showing all payments and any balance due for additions in numbers, extra requests or late charges. The beverage bill if on consumption will need to be settled at the end of the night. Cheques should be made payable to UTS Union Ltd.
If credit facilities have been pre-arranged with UTS Union, an invoice will be sent to the organiser after the event for any outstanding balance, all accounts are strictly 7 days, cheques should be made payable to UTS Union Ltd.

SCHOOL FORMALS

As well as the regular deposit an additional Bond of one thousand dollars ($1000.00) is required. This will be refunded in full should there be no damages / charges or loss of property. Should the event be cancelled the full bond amount will be refunded by cheque within 14 days.

CANCELLATIONS:

(expected revenue refers to the function centres revenue not that of the client)
If a booking is cancelled earlier than:
30 days prior to the function, any deposit paid will be refunded in full.
Between 30 days and 14 days prior to the function, the full deposit will be retained / forfeited.

If the booking is cancelled with less notice than:
14 days of the function date, a charge of 50 % of expected revenue for the function will be applied.
48 Hours of the function, a charge of 100 % of the expected revenue and room hire will be applied.

All cancellations are required in writing, all cancellations via E-mail, require a copy to be sent or faxed to the function centre, Fax: (02) 9514 1404.

BAR GUARANTEE

For cash bar events there is a takings guarantee of $250.00 or $5.00 per person (whichever is greater). If the takings over the bar are lower than the guarantee amount then the client (event organisers) will be charged the difference which will be added to the invoice for the event.

SURCHARGES

Saturdays & Sundays – 15% (applicable on all charges except those already listed as weekend rates.)
Public holidays - 40% (applicable on all charges except those already listed as public holiday rates.)

PRICES

All prices listed are inclusive of GST (Goods & Services Tax) at the current rate. We will issue a Tax invoice showing the total of GST paid.
We endeavour to maintain prices as quoted, however prices in the brochure are subject to change without notice.

CONDUCT OF GUESTS

Should the function centre believe that any guest(s) may affect the smooth running of the function centres operations, the management reserves the right to remove the offending person(s) from the university premises and / or in extreme cases to terminate the function. The Function centre is required by law to cease service of alcohol to guests displaying signs of intoxication.

SUPPLY OF FOOD & BEVERAGE

We have a strict policy that all food and beverage be supplied by the Gallery Function Centre. Food or beverages, not supplied by the Gallery Function Centre are not to be brought onto or consumed on our licensed premises. Any person (s) not complying with our, or liquor licence regulations will not be permitted to remain in attendance of a function.

SECURITY

Union security is required for student functions as well as certain parties, charges are passed on to the hirer.

ENTERTAINMENT

The function centre retains the right to control the level of music / noise created if deemed necessary.

POLICY ON SMOKING

The UTS is a non-smoking environment, however there are pleasant outdoor areas accessible to smokers.

DISPLAY / SIGNAGE & DECORATIONS

Nothing is to be nailed, screwed or adhered in any way to any wall, door or any other part of the function centre or its venues, unless granted prior permission. The use of confetti and glitter is not permitted and will incur a cleaning charge. All decorations are to be removed at the completion of the function.

INSURANCE / DAMAGES / LIABILITY

UTS Union Ltd requires that clients arrange their own insurance for events. The client will be responsible for the loss or destruction, or damage to, any UTS Union Ltd property or any part of the property or for any claim or loss, damage or injury however caused by the client or its employees, contractors, agents or guests. Should any damages occur, the patron will be charged for repairs accordingly. UTS Union Ltd takes all possible care but cannot accept any responsibility for damage to or loss of, articles left on the premises.

EXTENDED HOURS

Should your event run overtime, all incurred costs with servicing the function beyond the expected finishing time will be passed on. Any extensions on finishing times for rooms within any of the function centres venues before midnight will be charged at an additional 10% of the room hire costs per hour plus any additional staff and security charges. Any extension that passes midnight will incur an after midnight charge of $3.50 per person per hour or $250.00 per hour whichever is greater plus any staff and security charges calculated on an hourly basis. (Extensions are not always possible)
For events catered to within the UTS campus and off-site, should they exceed the timings stipulated in the confirmation sheet, there will be an additional charge to cover the staff cost incurred by the Gallery Function Centre.